Office Manager

Job Description

Job Description

Position Summary :

The Office Manager anticipates needs, establishes effective processes, coordinates across departments, and follows commitments through completion. Serving as a key point of contact for employees, vendors, and visitors, this role manages a high volume of activities while maintaining strong organization, responsiveness, and attention to detail.

Key Responsibilities :
Office Operations

• Manage the daily operation and organization of the main office, serving as the primary point of contact for office-related questions, needs, and issues.
• Coordinate office supplies, kitchen supplies, equipment, and furniture, maintaining stock levels and reorder points.
• Coordinate building access, visitors, deliveries, and daily office logistics, partnering with Facilities, IT, Human Resources, Production and Finance on issues that cross departments.
• Provide office management support to second location, as needed

Vendor Management

• Manage day-to-day relationships with office service providers and vendors, including gathering and comparing quotes and resolving delivery or billing issues.
• Manage print and promotional vendors. Submit artwork from approved brand files, track proofs, confirm delivery dates, and maintain branded apparel and merchandise inventory.
• Provide supplemental vendor interface support for the second building, limited to vendor coordination.

Visitors, Meetings, and Events

• Coordinate logistics for client visits, supplier visits, and audit teams, including catering, meeting room setup, visitor sign in, badges, lodging, and transportation.
• Plan and execute internal meetings, leadership meetings, employee events, and company activities, and reconcile event costs afterward.

Administrative Support

• Coordinate meetings, agendas, materials, and follow up activities, and track action items and deadlines to ensure timely completion.
• Prepare documents, presentations, and reports, and manage scheduling, correspondence, and travel arrangements as assigned.
• Maintain administrative filing in SharePoint and keep distribution and contact lists current.
• Submit purchase requests, track administrative spend against budget, code invoices for Finance review, and prepare expense reports.
• Identify opportunities to improve administrative processes, eliminate unnecessary steps, and create more efficient ways of working.

Qualifications :
Required:

• Bachelor's degree or equivalent experience.
• Three to five years of experience in office management, executive support, administration, or business operations.
• Demonstrated experience working with vendors, comparing quotes, tracking orders, and resolving errors.
• Strong organizational and problem solving skills, with the ability to manage multiple priorities and work independently.
• Excellent written and verbal communication skills and strong attention to detail.
• Proficiency in Microsoft Office, Outlook, and Teams.
• Ability to work effectively with people at all levels of the organization.
• Ability to maintain confidentiality and exercise good judgment.

Preferred:

• Experience in a manufacturing, laboratory, or other regulated environment.
• Experience coordinating customer or client site visits and audits.
• Experience with SharePoint and with a purchasing or expense management system.

Job Setting / Environment:

• This position is performed in an environmentally controlled building. Prolonged periods sitting at a desk and computer usage.
• Periodic time on the production floor to host visitors and coordinate logistics, which requires following all visitor, confidentiality, and gowning requirements.
• Occasional lifting and moving of event and merchandise boxes up to 30 pounds.
• Occasional early, late, or weekend hours around events and client visits.
• Location: On-site
• Travel Required: Less than 5%, local travel to the second building as needed.

Equal Employment Opportunity Statement:
Tennant Solutions is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other legally protected characteristics.

Disclaimer:
This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the role. Duties and responsibilities may change at any time with or without notice, based on business needs.

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